2012-11-13 Parks and Rec Comm Agenda Packet
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
AGENDA
PARKS AND RECREATION COMMISSION
Tuesday, November 13, 2012 – 6:30 P.M.
City Council Chambers
1. Roll Call
2. Approval of Agenda
3. Approval of the October 9, 2012 Minutes
4. Recreation Programmer’s Update
5. Update on Mendota Heights Athletic Association Programs
6. Par 3 Update
7. Parks Maintenance Update
8. Commission Comments
9. Adjourn
Auxiliary aids for persons with disabilities are available at least 120 hours in
advance. If a notice of less than 120 hours is received, the City of Mendota Heights
will make every attempt to provide the aids. This may not, however, be possible on
short notice. Please contact City Administration at 651-452-1850.
Meetings can be viewed anytime on-demand at: www.mendota-heights.com.
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MH Parks and Recreation Commission 10-09-2012 Page 1
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
PARKS AND RECREATION MEETING
October 9, 2012
The September meeting of the Mendota Heights Parks and Recreation Commission was held on
Tuesday, October 9, 2012 at Mendota Heights City Hall, 1101 Victoria Curve.
Chair Levine called to order the parks and recreation commission meeting at 6:30 p.m. The
following commissioners were present: Chair Stephanie Levine, Commissioners Mary McGrory-
Ussett, Ira Kipp, Joel Paper, David Miller, Mike Toth and Pat Hinderscheid. Staff present:
Assistant to the City Administrator Jake Sedlacek.
Approval of the Agenda
COMMISSIONER LEVINE MADE A MOTION TO APPROVE THE AGENDA;
COMMISSIONER HINDERSCHEID SECONDED THE MOTION.
AYES 7: NAYS 0
Introduction of New Commissioner
Chair Levine introduced new Parks and Recreation Commissioner Joel Paper. Commissioner
Paper reported that he is a lifetime resident of Mendota Heights, he and his family are frequent
users of the parks system. His family is also active in youth athletics. Commissioner Paper is
excited to be a part of the commission and to contribute to the community.
Approval of Minutes of September 11, 2012
COMMISSIONER MCGRORY-USSETT MADE A MOTION TO APPROVE MINUTES OF
THE MAY 8, 2012 MEETING; COMMISSIONER TOTH SECONDED THE MOTION.
AYES 7: NAYS 0
Recreation Programmer Update
Mr. Sedlacek recognized Recreation Programmer Teresa Gangelhoff for the many hours put in
this summer for programs; Ms. Gangelhoff will be back of the November meeting. Reviewing
the programmer’s report, Mr. Sedlacek noted that the fall field trip was full, residents may call
city hall to be placed on a waiting list.
Recreation Program Review
Mr. Sedlacek explained the agenda materials showing expenses and revenues for recreation
programs offered in 2012. The chart did not include staff costs for Recreation Programmer
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Teresa Gangelhoff, or parks maintenance costs. The commission had questions about specific
expenses and revenues. Mr. Sedlacek reminded the commission that the materials were a first
draft, and that staff would respond to questions with further detail at the November meeting.
The commission was pleased with the initial report, and would like to find out more about how
programs are selected and evaluated. Commissioners Levine and Paper expressed their interest
in meeting with staff to discuss program evaluation. Staff was asked to define what other
recreation offerings are available to Mendota Heights residents, so that we might be able to
consider what gaps there are in services, and what overlap might exist in current programming.
Mr. Sedlacek reported that the President of Mendota Heights Athletic Association will be
attending the November commission meeting, with a report on their programs. The report will
include basic information such as financials, and participation rates. Commissioners are
encouraged to forward any questions they have to staff prior to the meeting, so MHAA
representatives can be prepared.
Par 3 Update
Mr. Sedlacek provided the September 2012 update for the Par 3 golf course. Through the end of
September the golf course has a positive cash balance of approximately $5,500. Mr. Sedlacek
reviewed the financial reports from the agenda materials, noting that revenues and expenses are
all in line with projections for the year.
Business at the golf course has slowed considerably; cooler temperatures are likely to limit the
number of rounds to be played in October. Clubhouse hours have been limited, and the course
will close when weather conditions are poor.
Mr. Sedlacek thanked Clubhouse Manager Jennifer Zweber for her work in the 2012 season – the
clubhouse manager is a part-time temporary position, averaging 20 hours a week during the golf
season. There is no certainty that Ms. Zweber will return in 2013, so Mr. Sedlacek is working
with her to document ideas, changes and suggestions Ms. Zweber has made during the year. The
commission asked if the city had considered expanding the responsibilities of the clubhouse
manager position to eliminate concern over turnover in the position. Mr. Sedlacek responded
that staff is not opposed to considering alternatives; the current staffing structure has benefits,
such as greater flexibility for filling the schedule.
Planning for 2013 includes improved communication and advertising for youth programs, but
will also include a clearer timeline for hiring, to ensure that we maximize spring business
opportunities.
Parks Maintenance Update
Mr. Sedlacek thanked the commissioners for taking the time to visit parks and to share their
observations for maintenance/improvements. The central observation made by staff after
reviewing the feedback was that response to all of the maintenance/improvement observations
would require additional resources than our current staff has.
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Mr. Sedlacek ran through a list of comments that had been received over the course of the
summer – all of which had been shared with our parks maintenance staff. In the future, staff will
provide more timely responses that concerns had been heard and/or addressed.
Issues impacting safety in the parks were all addressed by maintenance staff in a timely manner.
However, a number of observations relating to aesthetics were not able to be completed due to
limitations on staff time. Upon hearing the list of issues, the commission discussed how to
prioritize observations and relaying the highest priority items to parks maintenance staff in a
timely manner.
The commission directed staff to maintain an ongoing list of observations from commissioners,
for discussion purposes. Starting with the November meeting, staff will present the list of
observations, the commission will review the list, and discuss priorities for attention.
Commission Comments
Commissioner Toth asked staff to respond to his concern about a large lilac bush at the corner of
Lexington and Wagon Wheel Trail, which limits visibility for drivers on Wagon Wheel Trail
who are turning onto Lexington. Mr. Sedlacek stated that staff had studied the issue – the lilacs
do appear to be within the Dakota County Right of Way. Staff also determined that the lilacs
could be considered a safety issue. Mr. Sedlacek reported that vegetation impacting sight lines is
a common issue; if any citizen made a request, staff can contact Dakota County to work with the
property owner on the matter. The commission felt strongly that Dakota County should be asked
to remove the lilacs within the right of way.
Several commissioners welcomed Mr. Paper to the commission and wished him well.
Commissioner Hinderscheid complimented our parks maintenance staff on the bleacher pad and
bench recently added to Ivy Falls Park.
Commissioner Paper expressed his pleasure to serve on the commission, and shared his view that
Mendota Heights has a wonderful parks system.
Commissioner Levine asked staff to keep tennis nets up for as long as possible, as our
community tennis players will play until the snow flies.
Adjourn
COMMISSIONER MILLER MADE A MOTION TO ADJOURN THE MEETING;
COMMISSIONER MCGRORY-USSETT SECONDED THE MOTION.
AYES 7: NAYS 0
The meeting adjourned at 8:21 p.m.
Respectfully Submitted by Jake Sedlacek
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DATE: November 6, 2012
TO: Parks and Recreation Commissioners
FROM: Teresa Gangelhoff
SUBJECT: October/November Park and Recreation Report
Fall and Winter Schools Out Youth Trips
The Bunker Hills Horseback riding trip the third week of October was a great success. Next up:
December 27: Winter Holiday Break-Bowling, Lunch and a Movie - $26.00
Gymnastics
Response has been great for our Gymnastics program held on Saturdays at Henry Sibley High School
starting December 1, 2012. This program is offered jointly with West St. Paul and is led by the Sibley
Gymnastics Team. All classes are full, we are maintaining waitlists.
Learn to Skate
Instructor Alexandra is returning again to lead outdoor skating lessons at Friendly Hills this winter. The
program runs for five weeks in January/February and costs $35.00. This popular program fills quickly,
we will maintain a waitlist, and may be able to offer more classes.
Ice Rink Season is Just Around the Corner!
Hiring for 2012/2013 rink attendants has been hampered by a low number of applicants. If you know
someone who may be interested, have them check out our website for more information and an
application. The tentative opening date for the rinks is December 15, 2012
55+Programs
We work with and promote the Thompson Park Activity Center (TPAC) programming for our area
seniors. For more info on 55 plus activities please visit the TPAC website at www.comed.isd197.org or
stop in the center at Butler and Stassen Ave. in West St Paul.
Jake Sedlacek has been participating with a new group facilitated by local non-profit DARTS to discuss
services for aging in our community. Jake will provide a verbal update at the commission meeting.
School Flyer and Heights Highlights
A school flyer with winter programming will go out to local schools in December. The fall edition of the
Heights Highlights was delivered to all MH residents the first week of October and lists all upcoming
recreation activities including ice rink hours and information.
Recreation Program Evaluation
Staff has not had the opportunity to follow up on the program evaluation as discussed by the commission
at the October meeting. Reporting on 2012 programs offered by the city are complete, but the analysis of
programs offered by other entities/communities is still underway. Presentation is anticipated at the
December meeting of the parks and recreation commission.
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DATE: November 13, 2012
TO: Mayor, City Council and City Administrator
FROM: Jake Sedlacek, Assistant to the City Administrator
SUBJECT: Update from MHAA
BACKGROUND
Representatives from the Mendota Heights Athletic Association will be in attendance at the
November meeting of the parks and recreation commission to provide an update on current
programming, and answer questions that the commission may have. Staff has attached the most
recent report from MHAA, as it was presented to the city council earlier this year.
BUDGET IMPACT
N/A
RECOMMENDATION
Receive report from Mendota Heights Athletic Association.
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MHAA - Percentage of Mendota Heights Youth Participating:
Information taken from MHAA registration forms
Date: 6/14/2012
Total MH %
Travelling Baseball 13-15 55 44 80%
Travelling Baseball 10-12 60 35 58%
Inhouse Baseball 11-12 22 13 59%
Inhouse Baseball 9-10 57 35 61%
Inhouse Baseball 7-8 72 43 60%
Inhouse Baseball 5-6 79 41 52%
Travelling Softball 56 21 38%
*Inhouse Softball 51 35 69%
*Tball 24 16 67%
476 283 59%
*A printout of registrations without addresses were excluded from this tally
Travelling Teams 171 100 58%
Inhouse Teams 305 183 60%
230 132 57%
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DATE: November 13, 2012
TO: Parks and Recreation Commission, Mayor and City Council
FROM: Jake Sedlacek, Assistant to the City Administrator
SUBJECT: Par 3 Update – October 2012
BACKGROUND
The Par 3 Golf Course closed for the season on Saturday, November 3, 2012. The course had
not been open often during the month of October, as weather conditions were poor. Financial
numbers for the year should be available in November. Staff is anticipating course revenues
ending the year just slightly ahead of course expenditures.
Winter chemicals have been applied to greens and tee boxes, the greens will also be top-dressed
with sand prior to snowfall. All equipment, including the irrigation system is winterized, tee
signs, benches and patio furniture are stored away and excess concessions products have been
returned.
Clubhouse Manager Jen Zweber has confirmed with all of our adult leagues on contact
information, prices and dates for the 2013 season. Jen and I have met to discuss fine tuning to
our recreation offerings and marketing. She has provided program write-ups on the first year of
our Senior League, as well as outlines for special events. She has also outlined a concept for
spring golf clubs to offer to local schools, modeled after a program we have fine-tuned with
Visitation School over the last three years.
The policy and procedure manual has been updated, as well as checklists and task sheets for
clubhouse workers. Ms. Zweber finishes this season leaving clubhouse operations far more
organized for the start of the next season than ever before.
Attached you will find the results for an informal survey which was sent to each valid email
address in our registration records for programs at the Par 3. Responding participants indicated
positive experiences with Par 3 programs and the course in general. The registration system
seems to be well-received, with stated concerns about difficulty trying to set up a four-some.
This concern applies to youth leagues, women’s leagues and special events. Staff will lead a
discussion on survey results at the commission meeting.
BUDGET IMPACT
Year-to-date numbers were not available at the time of agenda preparation.
Parks and Rec. Commission 11/13/2012 Page 9
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DATE: November 13, 2012
TO: Parks and Recreation Commission, City Council
FROM: Jake Sedlacek, Assistant to the City Administrator
SUBJECT: Mendota Heights Par 3 Program Survey 2012
An informal survey was sent to each email used to register a participant in recreation programs at the
Par 3 using our online registration system, from 2009-2012. A total of 344 valid emails were sent the
survey link, with 70 responses in the first 24 hours; a return rate of 20%. The survey was closed after
eight days, with 89 responses; a return rate of 26%.
1. Which program did you or your child participate in? % No.
Youth Golf Camp 39.1 34
Youth Golf League 49.4 43
Women’s Golf League 9.2 8
Special Event 11.5 10
2. How would you rate the playing condition of the course? % No.
Excellent 10.2 9
Very good 55.7 49
Good 30.7 27
Fair 0 0
Poor 0 0
Other
Condition is generally Fair/Good compared to typical 18 hole regulation
municipal course. Compared to 9 hole, par 30 municipal courses, condition of
Good/Very Good.
I didn't see it - my 8 yr old had the class
I didn't play the course, but it seemed in good condition.
3.4 3
3. How clean was the clubhouse? % No.
Extremely clean 9.1 8
Very clean 65.9 58
Moderately clean 21.6 19
Slightly clean 2.3 2
Not at all clean 0 0
Other 1.1 1
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4. How friendly was the staff? % No.
Extremely friendly 30.7 27
Very friendly 50.0 44
Somewhat friendly 17.0 15
Slightly friendly 1.1 1
Not at all friendly 0 0
Other
Very mean lady works Wednesday evenings. Chases people off the course. She is
the sole reason I won't join again next year. I have complained twice before and
nothing has happened. She is just awful to the golfers.
1.1 1
5. Did you feel the fee for the program was % No.
High 8.0 7
Just Right 84.1 74
Low 3.4 3
Other
The prices were just a little high, especially when the inverwood executive course
is only 9 dollars for juniors
Maybe $25 too high, we might have signed up for another week if the price was a
bit lower
It's about the same as paying week to week. As long as they can make up missed
weeks until the coarse closes for the season it's fine.
Great value
4.5 4
6. How easy was the registration process for this event? % No.
Extremely easy 14.6 13
Very easy 49.4 44
Moderately easy 23.6 21
Slightly easy 4.5 4
Not at all easy 3.4 3
Other
Maybe there is a way to sign up a foursome tee time and reserve with a credit card
as it is difficult to get 4 parents to a sign up-- it would be nice to access online.
The split between online registration and in person registration has been confusing
for people trying to put foursomes together!
no online options available
Would be nice to see which Times were open for without having to call
4.5 4
7. How likely are you to recommend this program to other families? % No.
Extremely likely 29.2 26
Very likely 57.3 51
Moderately likely 10.1 9
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Slightly likely 1.1 1
Not at all likely 1.1 1
Other
no others in the area
1.1 1
8. What suggestions do you have for improving the program experience?
I would like to see longer hours for golfers around 13 y/o smaller groups, more
individual instruction combined with a round of golf in small group.
Kids enjoyed it
None. Our daughter enjoyed it.
Classes for new golfers
I really like the way the program is set up. I like that if the child misses for some
reason they can make it up later.
More advertising and marketing to youth and families. involve other community
partners such as restaurants etc. to make it more of an event. Maybe add a winning
prize if there is enough people participating in the event
make it longer. My daughter did the 1 week camp and it just was not long enough.
I took a few adult lessons. No one else showed up so I had the pleasure of one on
one lessons in 100 degree temps
It would be nice to have leagues/clinics for older children at a more advanced
level.
If a full foursome isn't known at time of registration, would be helpful to get a
sense of registrants (i.e. age group or playing ability and girl/boy) so that my
daughter would not be hesitant to sign up without a full foursome pre-arranged.
Include a couple instructional opportunities as part of golf program, not add on
expense, that focuses on swing fundamentals, putting, etc. Great way for golfers to
build on their current knowledge and for Par3 to be instructional and helpful.
The last copuple of times we played the women working pulled the flags on the
last 3-4 holes while there were several groups still on the course. She was more
concerned about closing than the golfers that paid to play a round of golf.
On line tee time Letting patents know all the forms and monies that are needed at
time if sign up
It would be nice if the online registration showed exactly how many openings
there are for the the tee times.
Just as you have emailed this survey, you could email the Jr. Tourny. date.
Perhaps it would be better attended.
increase awareness I talk to other families and they don't realize what a great
program you have!
none -- it was great.
More variety and healthy food options at the clubhouse. More informal golf
tournaments throughout the summer. Weekly emails with golf tips Partner with
elementary schools to bring introductory golf to the schools. Offer a season pass.
We hosted a Parent/Child fundraiser for Somerset Elementary. You need more
activities like this. The women's league could be greatly improved if there was a
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communal gathering before of after.
Some sort of on-line abilities
I didn't like that men were allowed to tee off in between, as it was a women's
league. I signed up for the league knowing that I am not a fantastic golfer and I
didn't like that I sometimes felt pressured on my pace or felt that others were
cutting in front of tee times.
The registration process is messy - online would be nice but would be nice to do it
by foursomes. buy 3 spots of a particular tee time or something like that.
Improve the registration process.
Having the same instructor(s) each day of the camp would be good, especially for
younger kids.
Lower the price, especially for non residents. We have to drive to mh.
online registration, information available after the first of the year, as we need to
work camps around each other.
I wish there was a way to register online. The city website for recreation programs
is very difficult to navigate to find the information.
Please DO SOMETHING about the mean lady that works on Wednesday
evenings. When she doesn't work on Wed nights any more, I will be back.
Get together with the high school and have teenagers volunteer to chaperone. The
First Tee in Highland does this so I have my little ones go there until they are old
enough to walk by themselves(10).
9. Do you have any other feedback on program or this course in general?
We were very grateful for the experience. It was a fantastic way for our six year
old to play golf with a friend and begin to fall in love with the sport. We also very
much appreciate the easy make up policy. It was so helpful as summers are so
busy! Thanks for a great experience!
I would like to see half day golf camps for 13 year olds. Maybe 4 hours either in
am or afternoon after lunch.
We enjoy the course and think it's an important part of the community.
The course is in good condition, but the greens are quite slow
great teachers!
Keep offering programs for beginners
Love the flexibility and the parents play for free if they join their kids. Both keep
us coming back. Thanks!
maybe more fun and regulated activities for the league players.
I had four kids start out golfing at your course and in your league. I think you guys
do a great job and it has actually gotten better over the years.
Consider Lost Spur youth program for ideas around pick up foursome, you arrive
and are paired up and proceed out to golf, and end of year celebration for all
golfers is great.
You need to inform staff that they may not pull the flags before golfers have
finished play.
Don't ever close it.
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Great program!
Our son has been golfing in the league for 4 years and really enjoys it. We like
being able to do "make-up" times whenever.
how about a family foursome tournament? Or the Henry Sibley Golf Teams visit
the elementary schools on a PR tour, got lots of ideas.
I think there should be some kind of family pass for the summer.
Our son has developed a passion for golf
We love the par 3! It is a great course for kids and families.
I believe there is a small surcharge for non-residents in Youth Golf Camp/League,
but this should apply to all golf fees, including green fees.
We are grateful for a local course that welcomes youth!!
Some instructors didn't seem familiar with working with young kids. For instance,
when I asked about how her snack was, my 8-yr-old said the instructor never told
them when to eat. Some kids did eat their snacks, but mine didn't know if she
should, or when. Just a small thing, but kind of made me wonder about the rest of
the interaction with the kids.
Jake was very helpfuL. The staff at the club house was very nice at times, but
periodically, not helpful in the least.
love the par 3!
My son and his friends have played the Par 3 for the last 3 years, and it has been a
great experience. I recommend it all the time to other parents.
The course tends to get really swampy after just a little bit of rain. The new
landscaping looks lovely -- whoever did it did a really nice job. The plants will
need to be split in the spring, though, they are outgrowing their space. You can
sell them and make money for the course! :)
I think the course is overpriced for daily play. Inverwood executive is a much
nicer course and has been a bit cheaper to play.
I think the cost to play a round is very expensive.
10. Overall, how would you rate your experience at the Mendota Heights Par 3? % No.
Excellent 34.8 31
Very good 50.6 45
Fairly good 11.2 10
Mildly good 3.4 3
Not good at all 0 0
Other 0 0
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DATE: November 13, 2012
TO: Parks and Recreation Commissioners
FROM: Jake Sedlacek
SUBJECT: Parks Maintenance Update
BACKGROUND
As a part of each regular commission meeting, the commission has asked staff to provide a list of
parks maintenance items which commissioners have observed throughout the park system. Each
month staff will provide a report on issues raised/addressed, and the commission will provide
staff with direction on their priorities for action.
Below is our current list of observations from visits to our parks:
Complete Wood fiber in Ivy Falls playground and Valley Park playground needs replacement
Kensington - swings need painting
Valley – picnic shelter has peeling paint and damaged cinder blocks
Valley – banks along the stream near the playground are filled with deadfall/ nuisance shrubs/trees
Valley – trail condition should be looked at in relation to the rest of the system
Valley – repave missing section of trail
Concern that play-basins at Victoria Highlands and Mendakota do not drain quickly enough
General maintenance of flower beds/shrubs around parks signs at most parks (includes tree just off
of upper parking lot at Roger’s Lake park, within the retaining wall)
Roger’s Lake – picnic shelter light fixtures – one is cracked, location of both should be reconsidered
Skate park: bottom tensioning wire on the east side of chain link fence is broken
Skate park: the entire chain link fence is badly rusted and could use refinishing
Maps in trail kiosks are out of date
Additional trail kiosks should be installed
Corner boards in Friendly Hills hockey rink are rotting out from the bottom
Wentworth – wood fiber in playground looks low
Wentworth – fiber mat needs to be cut back at end of slide. Poured rubber surfacing would be
preferred
Wentworth – warming house roof looks in need of replacement
Wentworth – cedar shakes on gazebo should be repaired and cleaned to extend life
Wentworth – trail around playground is in poor condition, pothole near park entrance
Wentworth – orange bridge to spiral side is holding water
Wentworth – entire playground could use a pressure washing
Wentworth – rubber surfacing leading to orange swing has a large hole
Tennis Courts – both Marie Park and Ivy Hills Park courts are in need of maintenance.
*Our preferred vendor was not available to complete additional projects this year
Parks and Rec. Commission 11/13/2012 Page 15
Playground Safety Inspections: Earlier this year, staff was provided a verbal estimate from
JQP, Inc. to complete full inspections of individual playgrounds for safety and accessibility
at a cost of $475 per park. Staff recently spoke with JQP, Inc. to move forward with
playground inspections at selected locations. Staff was disappointed to learn that earlier
quotes were only for tot-lots, smaller than any playground in our parks system. The cost to
inspect a playground the size of Wentworth Park would be $1,000. Staff feels that this cost
is too high, and have identified resources for completing playground inspections in-house.
Staff recommends utilizing an inspection checklist from the League of Minnesota Cities, to
inspect each playground in the spring/summer of 2013. The results of these inspections will
be reported to the parks and recreation commission as a part of the monthly parks
maintenance update.
RECOMMENDATION
Staff recommends that the commission review the list of projects, and if so inclined, assign
priorities to the tasks.
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